Village of Round Lake, NY
Saratoga County
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Table of Contents
Table of Contents
[HISTORY: Adopted by the Board of Trustees of the Village of Round Lake as indicated in article histories. Amendments noted where applicable.]
GENERAL REFERENCES
Information and Security Breach Notification Law — See Ch. 41.
[Adopted 2-7-1990]

§ 61-1 Adoption of schedule.

In accordance with Article 57-A of the Arts and Cultural Affairs Law:
A. 
Only those records will be disposed of that are described in Records Retention and Disposition Schedule MU-1 after they have met the minimum retention period prescribed therein.
B. 
Only those records will be disposed of that do not have sufficient administrative, fiscal, legal or historical value to merit retention beyond established time periods.
[Adopted 3-21-1994 by L.L. No. 1-1994]

§ 61-2 Records Management Officer (RMO).

The Village Clerk or her designee shall be responsible for the records management program established by this article and subsequent amendments thereto. Said officer will be responsible for administering the noncurrent (inactive) and archival public records for the Village of Round Lake in accordance with local, state and federal laws and guidelines. Said officer shall also be responsible for overseeing micrographics and technology projects involving Village of Round Lake records according to quality control specifications and guidelines.

§ 61-3 Powers and duties.

The Village Clerk or her designee shall:
A. 
Have all the necessary powers to carry out the efficient administration of records, the determination of value, uses, preservation, storage and disposition of the noncurrent (inactive) and archival public records kept, filed or received by the offices and departments of the Village of Round Lake.
B. 
Establish guidelines for proper records management in any department or agency of the Village of Round Lake in accordance with local, state and federal laws, regulations and guidelines.
C. 
Report annually to the Village of Round Lake on the powers and duties herein mentioned, including, but not limited to, the cost-benefit ratio, efficiencies and administrative economies of programs implemented by the Village Clerk or her designee.
D. 
Report annually to the Village of Round Lake on the powers and duties herein mentioned, including, but not limited to, the cost-benefit ratio, efficiencies and administrative economies of programs implemented by the Village Clerk or her designee.

§ 61-4 Records Center.

The Village Clerk shall have at her disposal adequate designated space dedicated specifically for the storage, processing and servicing of noncurrent (inactive) and archival records for all Village departments and agencies, including, but not limited to, the Village Clerk, the Building and Grounds Department, the Village Historian's office and the Village Fire Department. The Records Center will be administered by the Village Clerk or her designee.

§ 61-5 Disposition.

The Village Clerk or designee shall be the sole officer with authority over the disposition of Village records in consultation with the respective local government officer or department head who has custody of the records of his/her respective office or department and with the local Records Advisory Board, where one exists. No Village records, including, but not limited to, letters, notes, receipts, bills, checks, photographs, deeds, legal documents, films, magnetic recording devices and minutes, shall be removed from their place of keeping (as designated by the Village Clerk or her designee) without the Village Clerk's explicit consent. Receipts of all such removals must be given.

§ 61-6 Legal action to recover records.

The Village Counsel, in consultation with the Village Clerk, may take steps to recover Village records which have been alienated from proper custody and may, when necessary, institute actions or replevin.

§ 61-7 Records Advisory Board.

A. 
The Village shall appoint a Records Advisory Board of five members based on recommendations by the Village Clerk. The Records Advisory Board shall be composed of the Village Clerk, the Village Historian, the Project Director, the Mayor or Trustee and one resident of the Village of Round Lake.
B. 
The function of the Records Advisory Board shall be to advise and make suggestions to the Village Clerk or her designee on future improvements of the Village of Round Lake Records Management Program. The Board shall meet at least once a year.
C. 
The Village Clerk or her designee shall call all meetings of the Records Advisory Board, presenting progress reports of the program to the Board, reviewing Village records management and archives policies with the Records Advisory Board, and examining and discussing recommendations offered by the Records Advisory Board.